Office Manager job at JSI Research and Training Institute
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897 Days Ago
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Vacancy title:
Office Manager

[ Type: FULL TIME , Industry: Research , Category: Management ]

Jobs at:

JSI Research and Training Institute

Deadline of this Job:
12 August 2022  

Duty Station:
Within Zambia , Zambia , South - Central Africa

Summary
Date Posted: Tuesday, August 09, 2022 , Base Salary: Not Disclosed

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Learn more about JSI Research and Training Institute
JSI Research and Training Institute jobs in Zambia

JOB DETAILS:
JSI Research and Training Institute, Inc. (JSI) is public health organization that is committed to improving the health and well-being of underserved and vulnerable people and communities throughout the world, and to providing an environment where people of passion and commitment can pursue this cause. JSI seeks highly qualified and accomplished public health leaders and staff for its United States Agency for International Development (USAID)-supported District Coverage of Health Services (USAID DISCOVER-Health) Project. The USAID DISCOVER-Health project aims to improve the lives of Zambians by ensuring equitable access to and use of high-quality HIV, maternal new-born and child health (MNCH), family planning and reproductive health (FP/RH) services and products at the district and community levels. The project utilizes and sustains a health model that maximizes the relative strengths of the public and private sectors to deliver health products and services that reach all beneficiaries and consumer markets.
JSI USAID DISCOVER Health Project is recruiting for the following position:
Job Title: Office Manager
Location: USAID DISCOVER Health Project – Lusaka Head Office
Category: Full Time
Reporting: Procurement and Administration Manager
Job Purpose
The Office Manager coordinates, supervises admin staff and provide oversight of office management for DISCOVER-Health project Lusaka HQ office.Main Responsibilities will include, but not be limited to, the following:
• To maintain all general organization documentation, including assisting staff with E-filing.
• Oversight and management of utility bills, scheduling of all administrative vendor payments for office supplies and rental payments.
• Management of contracts, insurance requirements, government regulations and safety standards. Ensuring that these are compliant with the law.
• Coordinating staff needs, space allocation, orientation process and initiating procurement of office supplies or equipment as deemed necessary
• Supervising Office cleaning and maintenance of a conducive work environment
• Plan for efficient information and data processing, mail, materials scheduling and distribution, printing and reproduction,
• Managing of all telecommunications systems
• Organize meetings and ensure that the required administrative support is provided including a system of maintaining all staff minutes
• Management of the front office including visitor screening
• Any other related tasks assigned by the supervisor
• Ensure that all USAID regulations and JSI’s policies are implemented and in place;
• Coordinate the procurement of materials, supplies and equipment for the office;
• Ensure that staff are well set up and comfortable in the office and surrounding premises;
• Manage the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required;
• Coordinate all logistical support for staff and consultants including office setup, hotel accommodations and conference bookings;
• Liaise with travel agents to obtain reservations and tickets for all project related in – country and international travel;
• Coordinate with Administrative Assistant and other staff to create and maintain administrative files for the office, keeping consistent and in an orderly manner;
• Serve as the direct supervisor of the all administrative assistant and other administrative staff as assigned;
• Oversee office upkeep in terms of needed repairs and daily cleaning;
Work with the Procurement and Administration Manager to ensure safety and daily security of office premises;
• Produce and track all Mission travel concurrence requests and approvals;
Oversee maintenance of all office supplies and equipment, including the scheduling of routine maintenance, and oversight of outside services providers (except IT);
• Serve as a liaison with office landlord, assisted by the Procurement and Administration Manager, when necessary;
• Manage various service contracts, agreements and leases in coordination with the Procurement and Administration Manager including security, drinking water supply, generator maintenance, etc.;
• Maintain the field office equipment inventory and provide support on annual reconciliations, as well as monthly updates;
• Responsible for communicating with appropriate authorities regarding obtaining the VAT tax exemption certificate;
• Maintain the expatriate staff residence visa and work permit up to date and ensure they are renewed on time; and
• Undertake any other responsibilities, tasks or activities as required by the Procurement and Administration Manager.
Desired Qualifications:
• First degree in business administration, public administration or related field, with at least 7 years of office management experience in an international organization or multinational company;
• Demonstrated experience in supervision of support staff;
• Experience in inventory management;
• Strong critical thinking, problem-solving and supervisory skills;
• Excellent written and verbal English skills;
• Strong communication and interpersonal skills;
• Experience working with an international NGO preferred; and
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Job application procedure
Your application should be sent in one e-mail document consisting of a cover letter and a detailed CV , including daytime contact telephone number/s, and also give names and contact details of three referees.To apply, please follow this link or click the apply button below.
The closing date for receipt of submission of the applications is Thursday, 12th August 2022, at 17:00hrs.
Only short listed candidates will be contacted.
To apply for this job please visit www.jsirims.org.


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Job Info
Job Category: Management jobs in Zambia
Job Type: Full-time
Deadline of this Job: 12 August 2022
Duty Station: Lusaka
Posted: 09-08-2022
No of Jobs: 1
Start Publishing: 09-08-2022
Stop Publishing (Put date of 2030): 09-08-2065
Apply Now

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  • SELECT * FROM icop0_jmap_metainfo WHERE `linkurl` = 'https://www.greatzambiajobs.com/jobs/job-detail/job-Office-Manager-job-at-JSI-Research-and-Training-Institute-37545' AND `published` = 1141μs9.2KB/plugins/system/jmap/jmap.php:818Copy
  • SELECT * FROM icop0_jmap_canonicals WHERE `linkurl` = 'https://www.greatzambiajobs.com/jobs/job-detail/job-Office-Manager-job-at-JSI-Research-and-Training-Institute-37545'88μs960B/plugins/system/jmap/jmap.php:920Copy
  • SELECT * FROM icop0_acym_configuration423μs4.88KB/administrator/components/com_acym/libraries/joomla/database.php:36Copy
  • SELECT * FROM icop0_acym_list WHERE type = 'standard'135μs2.3KB/administrator/components/com_acym/libraries/joomla/database.php:36Copy
  • SELECT * FROM icop0_acym_field129μs2.33KB/administrator/components/com_acym/libraries/joomla/database.php:36Copy
  • SELECT * FROM icop0_acym_form WHERE active = 1 AND type != 'shortcode'102μs1.2KB/administrator/components/com_acym/libraries/joomla/database.php:36Copy
  • SELECT SUM(CASE WHEN `a`.`next_execution` <= :now THEN 1 ELSE 0 END) AS due_count,SUM(CASE WHEN `a`.`locked` IS NULL THEN 0 ELSE 1 END) AS locked_count FROM `icop0_scheduler_tasks` AS `a` WHERE `a`.`state` = 1171μs1.68KBParams/administrator/components/com_scheduler/src/Model/TasksModel.php:466Copy
  • SELECT * FROM `icop0_extensions` WHERE `element` = 'com_gsd' AND `type` = 'component'208μs3.78KB/plugins/system/nrframework/NRFramework/Extension.php:160Copy
  • SHOW FULL COLUMNS FROM `icop0_gsd_config`351μs1.92KB/libraries/vendor/joomla/database/src/Mysqli/MysqliDriver.php:625Copy
  • SELECT * FROM `icop0_gsd_config` WHERE `name` = 'config'83μs912B/libraries/src/Table/Table.php:755Copy
  • SELECT a.* FROM icop0_gsd a WHERE a.state = 1 AND a.plugin = 'menus' AND a.appview IN ('menus','*') ORDER BY a.id desc191μs2.08KB/libraries/src/MVC/Model/BaseDatabaseModel.php:166Copy
  • SHOW FULL COLUMNS FROM `icop0_users`407μs2.2KB/libraries/vendor/joomla/database/src/Mysqli/MysqliDriver.php:625Copy
  • SELECT * FROM `icop0_users` WHERE `id` = :userid130μs4.41KBParams/libraries/src/Table/User.php:104Copy
  • SELECT `g`.`id`,`g`.`title` FROM `icop0_usergroups` AS `g` INNER JOIN `icop0_user_usergroup_map` AS `m` ON `m`.`group_id` = `g`.`id` WHERE `m`.`user_id` = :muserid146μs1.68KBParams/libraries/src/Table/User.php:132Copy
  • SELECT * FROM icop0_jmap_headings WHERE `linkurl` = 'https://www.greatzambiajobs.com/jobs/job-detail/job-Office-Manager-job-at-JSI-Research-and-Training-Institute-37545'119μs1.05KB/plugins/system/jmap/jmap.php:1135Copy
  • SELECT `original_text`, `target_text`, `original_text_regex`, `target_text_regex` FROM `icop0_jmap_text_replacements` WHERE `published` = 173μs1008B/plugins/system/jmap/jmap.php:508Copy
  • SELECT `value` FROM icop0_acym_configuration WHERE `name` LIKE "%regacy" OR `name` LIKE "%\_sub"490μs856B/plugins/system/acymtriggers/acymtriggers.php:430Copy
  • SHOW TABLES1.09ms8.82KB/libraries/vendor/joomla/database/src/Mysqli/MysqliDriver.php:678Copy
  • SELECT * FROM icop0_acym_plugin105μs2.14KB/administrator/components/com_acym/libraries/joomla/database.php:36Copy
  • SELECT * FROM icop0_acym_plugin93μs2.14KB/administrator/components/com_acym/libraries/joomla/database.php:36Copy
  • SELECT `groups`.*, `groups`.title AS text, `groups`.id AS `value` FROM icop0_usergroups AS `groups`161μs1.36KB/administrator/components/com_acym/libraries/joomla/database.php:36Copy
  • SELECT configvalue FROM `icop0_js_job_config` WHERE configname = 'company_seo'120μs856B/components/com_jsjobs/models/configurations.php:103Copy
  • SELECT * FROM `icop0_js_job_config` WHERE configfor = 'jobsharing'246μs1.02KB/components/com_jsjobs/models/configurations.php:82Copy
  • SELECT name AS col FROM `icop0_js_job_companies` WHERE id = 240282μs856B/components/com_jsjobs/models/company.php:1832Copy
  • SELECT `session_id` FROM `icop0_session` WHERE `session_id` = ?110μs1.63KBParams/libraries/vendor/joomla/session/src/Handler/DatabaseHandler.php:291Copy
  • UPDATE `icop0_session` SET `data` = ? , `time` = ? WHERE `session_id` = ?12.6ms912BParams/libraries/vendor/joomla/session/src/Handler/DatabaseHandler.php:318Copy